1

Office management

1.1

Overseeing appearance and functionality of the office premises and equipment to secure uninterrupted flow of day-to-day business; closing and updating contracts with maintenance service/telephone line/internet providers and ensuring accurate monthly payments for their services; ensuring accurate monthly payments for public utilities/security service/telephone calls.

1.2

Identifying office needs in terms of equipment, materials and supplies and ensuring its availability and stock.

1.3

Maintaining and tracking fixed asset inventory control records.

1.4

Maintaining and updating administrative and financial files with necessary accuracy and confidentiality on the Share Point Platform in close cooperation with the project assistants.

1.5

Undertake other administrative tasks as assigned by the Team Leader/Head Office of GFA

1.6

Maintaining close working contacts and relations with Ukrainian governmental authorities and state institutions, beneficiary and donor organizations involved in the TA project implementation re. project registration, accreditation of GFA, visa and regular project activity support.

2

Budget & Finance

2.1

In close coordination with project assistants prepare monthly budget forecast and submit requests for operating funds. Ensure sufficient level of funds in bank accounts and petty cash box to meet payment obligations.

2.2

Managing of up-to-date accounting system/records to ensure timely, accurate and reliable monthly financial reporting according to EU and GFA procedures.

2.3

Monitor bank accounts and maintain bank documentation. Ensure that bank account statements are updated and accounts replenished.

2.4

Perform monthly bank and weekly petty cash reconciliations.

2.5

Review accuracy of invoices and ensure that all required supporting documents are properly filed.

2.6

Prepare bank and petty cash disbursements to staff and suppliers. Ensure that recipients acknowledge receipt of the payments and receipts are properly issued.

2.7

Perform preparation and execution of project payments/transfers.

2.8

Maintain the petty cash boxes and ensure security precautions.

2.9

Manage financial records/reports archive.

2.10

Provide training and coaching newly recruited staff on financial and reporting rules and procedures.

2.11

Budgeting/assisting with budgeting of all project related events, works, services; assisting with/preparing requests for administrative orders (approvals) for IB.

3

Human Resources Management

3.1

Maintain an overview of expatriate staff’s visa and local registration, and make necessary applications.

3.2

Assist in the recruitment process of local staff from publication of vacancies to signature of employment contract.

3.3

Assist in preparation of employment and fee-based contracts of locally contracted personnel.

3.4

Carry out payment of salaries or fees to all locally contracted personnel.

3.5

Maintain national personnel files, follow-up employment contracts amendments and termination of employment contracts.

3.6

Ensure proper and accurate tracking of all kind of staff leaves (sick leave, vacation, business trip etc.).

4.

Additional tasks assigned by the Team Leader